Department Manager

Job Description

Job Posting Title:
Department Manager
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Hiring Department:
Department of Linguistics
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
What benefits do I receive with UT?

The university offers an impressive benefits package. For more details on benefits, please see:

https://hr.utexas.edu/prospective/benefits
and
https://hr.utexas.edu/current/services/my-total-rewards
.
For more information about the College of Liberal Arts, please visit:
https://liberalarts.utexas.edu/
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/
For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund
Purpose
The Department Manager oversees the administrative, financial, and Human Resources operations of the Department of Linguistics and the Linguistics Research Center, including budgeting, purchasing, and travel, personnel matters, grant support, and supervision of office staff. The position serves as the chair's primary administrative partner, supporting faculty reviews, recruitment, graduate student appointments, and departmental events while ensuring compliance with university, college, and state policies.
Responsibilities
Manage accounting and financial services for the Department of Linguistics (including the Linguistic Research Center)
Reconcile accounts, track expenditures, process account transfers, submit special funding requests, and manage budget documents for departmental accounts
Track commitments and ensure expenditures are in line with available funding
Serve as manager for department office
Supervise and assign tasks for classified support staff, ensuring that all administrative needs of the departmental are met
Provide training and organize training plans for new classified staff, as well as ongoing training for existing staff as needed
Coordinate electronic office resources to ensure employees have proper access to online systems and documents are routed properly
Assure departmental records are maintained in keeping with state and university retention policies
Manage facilities space allocation
Provide oversight and management of the department's inventory, ensuring accurate tracking of equipment purchases, timely asset tagging and reporting, completion of annual inventory reviews, appropriate disposition of surplus equipment, and preparing annual inventory documentation and reports.
Function as ITS contact for approval of services and payments made by LAITS/ITS
Manage electronic door access to departmental entrances and labs
Coordinate submission and payment of expenditures and authorizations with department staff and COLA's Central Business Services
Process requests for travel authorization, faculty travel grants, cash advances, and travel reimbursements
Process requests for consultant and professional service payments
Create contracts for payments to non-employees and outside vendors
Ensure that the department's administrative assistant processes entertainment payments/reimbursements and purchasing requests
Advise department faculty, staff, and students on travel, purchasing, and reimbursement procedures
Coordinate communication between CBS and departmental faculty and students
Serve as Human Resources representative for the department
Provide human resources information for department faculty, staff, and students; direct individuals to other departments and resources as needed to address individual needs
Work with the international office to ensure visa requests are processed for international faculty, students, and visitors
Process Workday assignments for faculty, staff, and students
Process time sheets and payroll documents for hourly positions
Maintain personnel files for all department employees
Create performance evaluations for classified staff and maintain records on faculty and staff salary and merit recommendations
Provide support for grant-funded projects
Assist in the preparation of grant proposals as necessary
Provide account support for existing grants, including educating faculty and graduate students on relevant university, grant agency, and COLA procedures and processes
Assist faculty with effort reporting by pre-certifying accounts, training faculty on certification processes, and ensuring all projects are certified
Provide faculty support for reviews, recruitment, and other needs
Assist chair in the development of promotion dossiers and other required faculty reviews, including Comprehensive Post-Tenure Reviews, Mid-Probationary Reviews, and Promotion & Tenure Reviews. Work with prospective promotees on the preparation of their dossiers.
Assist chair with faculty recruitment: post job ads, assist search committee with applicant files, provide travel and scheduling support for candidates, and process reimbursement requests for recruitment travel expenses
Complete PARs for new faculty hires
Maintain faculty files used in the creation of annual evaluations and other reviews and reports as needed
Provide documentation, policy information, and administrative support for meetings, reports, and decision-making needs of chair
Provide graduate student support
Process tuition reimbursements, fellowship payments, and grant-awarded stipend payments
Process assignments for teaching assistants and assistant instructors
Direct and oversee staff and graduate student support for departmental events, including assigning responsibilities, monitoring performance, and ensuring all event logistics, support functions, and cleanup activities are completed effectively.
General duties
Attend department manager and other college-level staff meetings
Provide administrative support and guidance to chair as needed to support a wide variety of departmental activities
Research and disseminate policy and procedure information to members of the department
Ensure that the department continues to fulfill its mission while maintaining effective, thoughtful processes in keeping with the legal, procedural, and ethical guidance of the various bodies that govern us
Other duties as needed or assigned
Required Qualifications
Bachelor's degree and at least five years of experience performing advanced administrative functions. Supervisory experience, including the ability to foster and maintain a positive, collaborative, and team-oriented environment. Demonstrated ability to manage office or departmental finances, including creating and maintaining budgets and fiscal oversight. Experience with Workday. High level of attention to detail. Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, high-volume environment. Strong problem-solving skills with the ability to work independently, exercise sound judgment, and take initiative. Excellent interpersonal,
organizational, and oral and written communication skills. Professional demeanor with demonstrated ability to handle sensitive and confidential information. High level of proficiency with Microsoft Office programs, including Outlook, Excel, Word, and PowerPoint.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's degree in higher education or related field. Additional experience beyond required qualifications. Experience with UT systems, including DEFINE, FRMS, and UT-RMS. Familiarity with UT policies and procedures. Experience with Smartsheets, DocuSign, Adobe, Microsoft Office suite, Interfolio, Tableau, and other related external systems. Project management experience, including planning, creating, and monitoring budgets.
Salary Range
$80,000 + depending on qualifications
Working Conditions
Typical office environment
Standard Office
Keyboard
Manual dexterity
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important

for applicants who are NOT current university employees or contingent workers:
You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure
that ALL Required
Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers:
As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application
questions presented
to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility: